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Clean Up Mail Registers

Use this function to remove old Mails, to tidy up Mailboxes and Conferences.

Mailbox
Paste Special    Mailboxes and Conferences
If you would like to remove Mails from a particular Mailbox or Conference, enter its name here. Otherwise, Mails will be removed from every Mailbox and Conference.

The function will only delete a Mail from the database entirely if it removes the Mail from the sender's Mailbox and from every recipient Mailbox and Conference, and providing the Mail has not been attached to another record (e.g. to another Mail, to an Activity or to a Quotation). If a Mail is not deleted entirely, the Mailboxes and Conferences from which it has been removed will have red lines drawn through them in its list of addresses.

Max Number of Mails
Specify here the maximum number of Mails that you would like Mailboxes and Conferences to contain. If any Mailboxes or Conferences contain more than this number of Mails, the oldest Mails will be removed until this number is reached. Mails whose Lifespan is Never Remove will not be removed, while those whose Lifespan is Remove Next Day will be removed first.

You should only enter a number here if you want to override the maximum number specified in the Mail and Conference Settings setting in the Email and Conferences module or in the individual Mailboxes and Conference properties windows, or if you have not specified a number in either of those places.

Max Age of Mails
Specify here the maximum age in days of Mails that you would like Mailboxes and Conferences to contain. All Mails that are older will be removed, unless their Lifetime has been set to Never Remove. The calculation is made from the date a Mail was last modified, not the date it was created. Mails that have not reached this age may be removed as well if the Maximum Number (above) has been exceeded.

You should only enter a number here if you want to override the maximum number specified in the Mail and Conference Settings setting in the Email and Conferences module or in the individual Mailbox and Conference properties windows, or if you have not specified a number in either of those places.

The maximum age for read Mail applies to both Mailboxes and Conferences, while that for unread Mail applies to Mailboxes only.
Press the [Run] button to start the updating process. This may take a few minutes, depending on the number of Mailboxes and Conferences, and on the number of Mails to be deleted. When the process has finished, you will be returned to the 'Maintenance' list window. You can close this window by clicking the close box (Windows/Mac OS X) or tapping < (iOS/Android). ---

Maintenance functions in the Email and Conferences module:

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